Job Description: **If you have previously submitted your application for this position, you do not need to reapply.**
Your state application must indicate you are applying for the Legal Secretary (042-060-1282-001). In the Explanations section on the State application (STD. 678), all applicants must clearly indicate the basis of their eligibility (i.e., lateral transfer, list, reinstatement, SROA, etc.). If your eligibility is based on an examination, you must submit a copy of your examination results with your application. Appointment may be subject to SROA/Surplus restrictions. SROA and Surplus applicants must attach a copy of their surplus letter with their application.
You must have current certification, list, lateral, or reinstatement eligibility to apply for this vacancy.
DESCRIPTION OF DUTIES:
Under the general supervision of the Chief Counsel, the Legal Secretary performs a broad range of the more complex legal secretarial duties for three or more attorneys. The Legal Secretary may also perform the clerical or secretarial work for other attorneys, as needed, to meet workload demands. The Legal Secretary is expected to be proficient with computer software and programs. In addition, the Legal Secretary is expected to become familiar with and follow all Legal Affairs policies and procedures. The Legal Secretary is expected to be familiar with and to use the California Rules of Court, the Federal Rules of Civil and Appellate Procedure and various local court rules, as well as the regulations of Department of Personnel Administration, the State Personnel Board and the Public Employment Relations Board.
45% Type, edit, revise, reformat and proofread correspondence and legal documents in accordance with legal requirements, time frames, established procedures, and office standards. Media include audio tape, handwritten draft, disk, shared drives, and electronic mail. Organize and prepare exhibit indices and binders; process subpoenas; prepare papers and arrange for service of process. The Legal Secretary will check the accuracy of case citations, quotations and other authorities against the original source document.
20% Handle phone calls to/from courts, co-counsel, opposing counsel and others; set up conference calls; schedule appointments; make travel arrangements; prepare and process travel expense claims; process invoices; reserve arbitrators, court reporters and hearing rooms.
20% Prioritze and process incoming and outgoing correspondence and legal documents on a daily basis in accordance with established procedures, legal requirements and time frames. The Legal Secretary is required to update case status reports on a regular basis for their assigned attorneys. Open, maintain and close case files in accordance with established procedures.
10% Answer multi-line telephone; screen calls, transfer or take messages as appropriate. Provide receptionist support to professional staff, such as: processing mail, faxing documents, copying, arranging courier service, calling taxies, etc.
5% Other related duties as required.
KNOWLEDGE AND ABILITIES
Knowledge of: Technical legal terms and various legal forms and documents and their processing; modern office methods, supplies, and equipment; business English and correspondence. An understanding of the judicial process, Department and legal procedures and practices, and multiple and specialized areas of law; proper format of State and Federal citations; use of legal resources from traditional library references and software applications.
Ability to: Type at a speed of 45 words per minute; read and write English at a level required for successful job performance; establish and maintain effective working relationships; prepare correspondence independently; perform difficult legal clerical work including the ability to process a large variety of legal documents, spell correctly, use good English, and make arithmetic computations; transcribe accurately difficult dictation involving a variety of legal terms from a dictating machine; communicate effectively; follow directions; analyze situations accurately and take effective action. Type, format, file, and serve legal pleadings in multiple jurisdictions, including State, Federal and appellate courts, or Office of Administrative Hearings; independently perform complex clerical and legal secretarial work; coordinate and schedule legal services; screen mail, visitors, and telephone calls and take appropriate action; interact with courts, administrative agencies, governmental entities, co-counsels, opposing counsels, or witnesses as directed by the attorney ensuring deadlines are met; compose correspondence; give information and provide assistance using good judgment and discretion; maintain case and administrative files and records; may act in a lead capacity over clerical staff including legal typists.
Education equivalent to completion of the 12th grade.
Benefits information can be found on the CalHR website, calhr.ca.gov, and the CalPERS website, www.calpers.ca.gov.
In order to apply and be considered for this position, all applicants must submit a completed Standard State Application Form (Std. 678) available at www.jobs.ca.gov, under “My Profile.” Applications must be mailed by the final filing date. Emailed or faxed applications will not be considered.
All methods of appointment may be considered. Applications will be screened and only the most competitive candidates will be invited for an interview.
This advertisement may be used for other vacancies that occur during this posting.
* Through June 30, 2013, full-time employees’ monthly pay will be reduced by 4.62% in exchange for eight (8) hours of leave. Part-time employees shall be subject to the pay reduction on a pro-rated basis consistent with their time base.
042 - 060 - 1282 - 001
Final Filing Date:
Receiver's Office of Legal Affairs P.O. Box 588500, Building D Elk Grove, 95758
If you are not a current or former State employee, you must first take an examination to obtain list eligibility. This does not apply to Student Assistant vacancies.
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Equal Opportunity to all regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, or sexual orientation.
It is the objective of the State of California to achieve a drug-free state workplace. Any applicant for State employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing civil service, and the special trust placed in public servants.